Administrator (Procurement & Finance) – TLC GXBX 0040

Based at the Joint Analysis and Lessons Learned Center (JALLC) in Monsanto, Portugal, this position offers a unique opportunity to join the finance team supporting the Commander and other elements in the Headquarters.

Post Context

The Joint Analysis and Lessons Learned Centre (JALLC) is NATO’s Centre dedicated to support Alliance-wide implementation and sustainment of NATO’s lesson learned (LL) policy and to improve NATO’s ability to operate and adapt, through LL analysis, training, advising and assessment activities enabling the establishment of effective lessons learned capabilities across NATO.

The Office of Chief of Staff is responsible for managing all the activities of the staff.

The Budget and Finance Branch is responsible for the overall financial management operations of the JALLC, financial risk management and, subject to separate agreements authorized by HQ SACT and within existing means and capabilities, the provision of financial-related services to other NATO entities and additional activities on Portuguese soil.

He/she assists the Branch Head (Budget and Finance) in carrying out the financial operations of JALLC and is responsible for all procurement and contracting activities under the Centre’s remit, to include Morale and Welfare contractual-related activities, and for the correct application of rules and regulations governing tax exemption and customs clearance.

Reports to: - Head (Budget and Finance)

Principal Duties: He/she will

a.         Act as the JALLC Procurement and Contracting Officer with a limited warrant, entering into contractual obligations on behalf of JALLC, within the scope of authority received;

b.         Provide expertise and advice for all procurement and contracting activities related to JALLC, Morale Welfare Activity (MWA) and authorized other stakeholders (i.e. National Support Units) subject to existing and new agreements;

c.         Conduct market surveys, establish evaluation criteria for vendor selection and contract awarding;

d.         Review, edit and approve the wording of requirements and technical specifications to be used in all solicitations, market surveys, Statements of Work (SOW), and Requests for Deviation from standard procurement procedures;

e.         Evaluate bids and proposals under the level of authority delegated, execute award decisions, and enter into contractual obligations on behalf of JALLC, within the scope of the authority received;

f.          Collect and analyze inputs provided by various JALLC Stakeholders to assist the Branch Head (Budget and Finance) in preparing the in-year Commitment Plan, the annual Budget submission and other commitment related reports as directed;

g.         Assist the Branch Head (Budget and Finance) in the preparation of internal procedures, instructions and notes on financial matters related to Procurement and Contracting and ensure that Standing Operating Procedures (SOP) are updated as appropriate;

h.         In coordination with the Staff Assistant (Disbursing and Travel), assist the Branch Head (Budget and Finance) in the management of the JALLC Advance Account(s) and Credit Card(s);

i.          Serve as Secretary of the JALLC Contracts Award Committee (CAC);

j.          Screen requests for deviation from normal method of procurement and seek approval as required from the Branch Head;

k.         Provide contracting support to all official events, to include conferences, seminars, trainings and other events either hosted by the JALLC or for which the JALLC is the supporting entity;

l.          Monitor contracts performance in terms of quality, quantity, price and delivery, and recommend to the Branch Head (Budget and Finance) appropriate actions to protect the interests of the JALLC and NATO;

m.        Manage and execute the purchasing process in the Centralized NATO Automated Financial System (CNAFS), and add new suppliers in the system while keeping the database of existing vendors up to date;

n.         Assist the Branch Head (Budget and Finance) in monitoring the budget execution and funds availability, providing regular reports as directed;

o.         Support the Branch Head (Budget and Finance) in maintaining proper fiscal and procurement accounting records in CNAFS as required, within the scope of authority received;

p.         Ensure that NATO Financial Regulations (NFRs) and Host Nation legal requirements and applicable procedures are observed in all aspects of JALLC’s procurement activities, in particular as regards application of tax exemption and customs clearance, and validate customs forms for Headquarters’ purchases and all attached activities;

q.         Liaise with the Portuguese Authorities in what concerns taxation matters in general and matters of importation of tax exempted goods for the JALLC HQ and support the Branch Head (Budget and Finance) in the correct application of Host Nation rules and regulations governing international privileges;

r.          Maintain a systematic contract filing system and ensure proper archiving of all relevant procurement and accounting files, making them promptly available to the Branch Head (Budget and Finance) in preparation of internal and external financial audits;

s.         Review supplier invoices for compliance with requirements, seek for requestor’s certification, perform the receiving function within CNAFS and recommend administrative and/or contract remedy enforcement as required;

Essential Qualifications

a.         Higher Secondary education and completed higher vocational training in supply chain management, commercial and mercantile law, logistics, inventory management, procurement or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.

b.         At least four years of experience in a financial position with professional responsibilities.

c.         At least three years of the experience should have been in a purchasing function with responsibilities for negotiating commercial contracts/prices.

d.         At least three years’ experience in an accounting/fiscal function, coordinating financial inputs from stakeholders.

e.        Hands-on experience of using a computerized financial ERP system (e.g. SAP, Oracle EBS) and MS Office package.

Language

English - SLP 3233 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications

a.         Professional Experience

1.         Experience in international organization financial operations.

2.         Practical knowledge of military organization missions, functions, and operations.

3.         Experience with the Centralized NATO Automated Financial System (CNAFS – Oracle EBS).

4.         Experience in NATO or any other international organization comprising both Civilian and Military personnel.

5.         Experience in the application of International Public Sector Accounting Standards (IPSAS).

b. Education/Training

1.         Extensive knowledge of procurement procedures in the Public Sector.

2.         Knowledge of Host Nation rules and procedures and of international contractual law.

3.         Knowledge of basic accounting and costing techniques.

4.         Attended training courses/seminars to maintain functional and professional competence in the field of procurement, hereunder also the relevant IPSAS training.

5.         Received training in the use of CNAFS as it relates to the P&C function, in particular, entering Purchase Orders and Invoices into the system.

6.    Resource Management Education Programme (RMEP) Course (FIN-FI-2708) provided by NATO - School Oberammergau (NSO),

c.         Language

English - SLP - 3333 (Listening, Speaking, Reading and Writing).

Portuguese - SLP - 3322 (Listening, Speaking, Reading and Writing). This level is desired due to extensive correspondence and communication with local Portuguese companies and contractors.

Attributes/Competencies

•           Personal Attributes:

a.         He/she must have very good interpersonal, communication and negotiation skills are required, and, in dealing with commercial suppliers, a high degree of personal integrity is essential. He/she must have maturity, firmness and balanced behaviour. He/she must have good professional judgement in balancing price, quality and delivery factors;

b.         He/she must be capable of working harmoniously in a multi-national environment, possessing good human skills, considerable understanding, tact and persuasion in dealing with all level of civilian and military staff;

c.         He/she must be capable of representing JALLC in a professional manner before military and civilian audiences.

      Managerial Responsibilities:

a.         He/she will enter into legal obligations on behalf of JALLC when placing contracts;

b.         He/she provides procurement advice to the Commander, managers and the staff;

c.         He/she provides advice on procurement decisions to the Branch Head;

d.         He/she leads supplier negotiations or other special projects as directed;

e.         He/she represents JALLC views and policies when participating in external meetings and conferences.

•           Professional Contacts: He/she represents JALLC to a broad range of commercial companies. He/she receives functional guidance and responds to tasks from HQ SACT Head of Contracts and coordinates regularly with P&C staff at other HQs. He/she exchanges information with Host Nation defence procurement agencies to obtain economies of scale for purchases. He/she co-ordinates work closely with BUDFIN staff. He/she deals with a wide range of JALLC staff who have identified procurement requirements. He/she represents the JALLC view at conferences as directed.

•           Contribution To Objectives:

He/she is responsible to the Branch Head (Budget and Finance} for the efficient and effective execution of his/her duties. He/she provides continuity, support and assistance to the accomplishment of the Budget and Finance Branch mission. He/she directly impacts the sustainability of JALLC operations through effective purchasing of good and services.

He/she assists the efficient use of international resources by skillful and cost-effective contract negotiations.

This vacancy is archived.

Recommended for you